Data Collection and Evaluation
Since FY04, the Department of Elementary and Secondary Education has used an online data "application" system through our security portal to collect student data information about our state-funded Academic Support grant programs with fund codes 596/597, 598/593, 619/592, and 632/625. Application in this sense means a web-based tool that allows districts and other organizations to view and update information about students who are eligible to receive services through state-funded Academic Support grants. While this online application is more user-friendly for most districts, the Department also allows districts the option of downloading a prescribed excel template, completing required data elements and then uploading the revised excel file into the portal. This entire process is designed to make it easier for grantees to submit required information, to have the shared information be secure from outsiders, and to help the Department more efficiently and effectively collect and analyze data. Grantee-specific information can only be viewed and submitted by grantees during identified time windows, as outlined below.
I. One Stop Career Center Initiative
Since FY06, fund codes 627/626 (The One Stop Career Center Initiative) are also now able to share data files with the Department through the Drop Box Central application in the security portal. For 627/626 instructions see these documents: (which also apply to 627/626-B): Due Dates for all three types of reports:
- January 31, 2008 (FC 627 only)
- July 31, 2008 (FC 627 + 627-B)
- September 30, 2008 (FC 626 + 626B)
 | 627/626 Collection Codes |
  | 627/626 Security Portal Data Submission Instructions
(NOTE: These are from FY06 but still apply) |
| | 627/626 Excel File Report on Individual Students Served ( School Year | Summer) |
| | 627/626 Pathways Activity Data Report (See below * for submission instructions.) |
| | 627/626 Pathways Narrative Evaluation (See below * for submission instructions.) |
II. All Other Academic Support Programs
Data Collection Timeline
for Fund Codes 596/597, 598/593, 619/592, and 632/625
| School Year 2007-2008 |
Time window to submit Student Data for FY08 School Year Programs.
For participating 11th and 12th grade students and post-12th graders
The number of hours served must be entered according to the session in which a student was served, based on the MCAS retest and corresponding months preceding it. For example, if a student was served in preparation for the November retest, his/her hours should be entered under the fall session.
For participating 9th/10th grade students (and 8th for FC 619 and 632):
The number of hours served must be entered by the corresponding months the student participated [e.g. A 10th grade student served Sept - May in preparation for their spring 10th grade MCAS should have hours divided into three time frames and the corresponding amounts should entered in the fall, winter, and spring sessions, respectively].
FALL (F) = Sept. - Nov. '07
WINTER (W) = Dec. '06 - March '08
SPRING (S) = April - June '08
Narrative Evaluations* are also due for FC 596 , 598 , and 632 .
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| Summer 2008 |
FY08 Data Submission Instructions
DUE DATE: Sept. 30, 2008
Time window to submit Student Data for Summer 2007 Programs
SUMMER 2008 = July - Aug. '08
Narrative Evaluations* are also due for FC 597 , 593 , 619/592 , and 625 .
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*Narrative Evaluations (and Pathways Data Report) Submission Instructions:
In addition to submitting the end of program individual student data via the security portal, please be sure to complete the evaluation narrative. Save it as
"FundCode_FY_Eval_4 digit ESE Code for District/Org. (if known)_District/OrganizationName" (e.g. "632_FY06_Eval_010_Arlington") and send it via email to AcSupport@doe.mass.edu or upload it to your drop box in the security portal. For Pathways Data Reports (FC 627/626) just replace the "Eval" with "DataRpt" in the document name. (Note: Please do not mail a hard copy of these documents unless necessary. If you have hard copy attachments that you would like to include (news clippings, etc.), please make a note of them in your narrative evaluation and mail to: Allison Ward, Student Support Unit 4th Fl; 350 Main Street; Malden, MA 02148.)
Technical Assistance/Professional Development Sessions:
- October 5, 2006 Data Training Session in Shrewsbury
(for Fund Codes 632/625, 598/593, 596/597, 619/592)
 FY07 Data Training Slides
FY07 Submission Instructions
- April 27 and July 21, 2006 in Shrewsbury and
Jan., 2006 - Three Regional Sessions
(for Fund Codes 632/625, 598/593, 596/597)
- 12- Springfield (Meline Kasparian Prof. Dev. Center)
- 18- Franklin (TriCounty Reg. Voc. Tech. High School)
- 25- Andover (Greater Lawrence Technical School)
FY06 Data Training & FY05 School Year Programs - Data Results
April 7, 2006 in Malden
2006 Data Training - for Fund Codes 627/626 (One Stop Career Centers)
- Data Collection Template
- Collection Codes
- Security Portal Data Submission Instructions
Dec. 2, 2005 in Worcester
- Fall and Winter '05 Programs - Preliminary Data Results
July 22, 2005 in Malden
- FY06 AS Updates & Fall '05 Programs - Preliminary Data Results
Jan. 13, 2005 in Shrewsbury
- FY05 Data Training & FY04 School Year Programs - Data Results
Oct. 18, 2004 in Worcester
- General Notes
- Data Training
For Academic Support Data Assistance contact Allison Ward, Data Specialist, via email: ACSupport@doe.mass.edu or phone: 781-338-3232
last updated: May 28, 2008
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